http://kalyan-city.blogspot.com/2010/11/what-is-report-meaning-features-or.html What is Report?

Understand Meaning of Report

Report is a self-explanatory statement of facts relating to a specific subject and serves the purpose of providing information for decision making and follow up actions. It is a systematic presentations of ascertained facts about a specific event / subject. Report is a summary of findings and recommendations about a particular matter / problem. Report is for the guidance of higher authorities including company executives and directors. Report facilitates timely decisions and follow up measures.

What are Features or Characteristics of Report ?

Complete and Compact Document : Report is a complete and compact written document giving updated information about a specific problem. Systematic Presentation of Facts : Report is a systematic presentation of facts, figures, conclusions and recommendations. Report writers closely study the problem under investigation and prepare a report after analyzing all relevant information regarding the problem. Report is supported by facts and evidence. There is no scope for imagination in a report which is basically a factual document. Prepared in Writing : Reports are usually in writing. Writing reports are useful for reference purpose. It serves as complete, compact and self-explanatory document over a long period. Oral reporting is possible in the case of secret and confidential matters. Provides Information and Guidance : Report is a valuable document which gives information and guidance to the management while framing future policies. It facilitates planning and decision making. Reports are also useful for solving problems faced by a business enterprise. Self-explanatory Document : Report is a comprehensive document and covers all aspects of the subject matter of study. It is a self-explanatory and complete document by itself. Acts as a Tool of Internal Communication : Report is an effective tool of communication between top executives and subordinate staff working in an organization. It provides feedback to employees and to executives for decision making. Reports are generally submitted to higher authorities. It is an example of upward communication. Similarly, reports are also sent by company executives to the lower levels of management. This is treated as downward communication. In addition, reports are also sent to shareholders and others connected with the company. It may be pointed out that report writing / preparation acts as a backbone of any system of communication.

Acts as Permanent Record : A report serves as a permanent record relating to certain business matter. It is useful for future reference and guidance. Time Consuming and Costly Activity : Report writing is a time consuming, lengthy and costly activity as it involves collection of facts, drawing conclusion and making recommendations.

What are the Main Advantages of Report Writing ? 1. Report gives consolidated & updated information

A report provides consolidated, factual and an up-to-date information about a particular matter or subject. Information in the report is well organized and can be used for future planning and decision making.

2. Report as a means of internal communication

A report acts as an effective means of communication within the organization. It provides feedback to employees. It is prepared for the information and guidance of others connected with the matter / problem.

3. Report facilitates decision making and planning

Report provide reliable data which can be used in the planning and decision making process. It acts as a treasure house of reliable information for long term planning and decision making.

4. Report discloses unknown information

Reports provide information, which may not be known previously. The committee members collect data, draw conclusions and provide information which will be new to all concerned parties. Even new business opportunities are visible through unknown information available in the reports.

5. Report gives Information to employees

Reports are available to managers and departments for internal use. They are widely used by the departments for guidance. Report provide a feedback to employees and are useful for their selfimprovement.

6. Report gives reliable permanent information

The information provided by a report is a permanent addition to the information available to the office. We have census reports (prepared since last 100 years) which are used even today for reference purpose.

7. Report facilitates framing of personnel policies

Certain reports relating to employees are useful while preparing personnel policies such as promotion policy, training policy and welfare facilities to employees.

8. Report gives information to shareholders

Some company reports are prepared every year for the benefit of shareholders. Annual report for example, is prepared and sent to all shareholders before the AGM. It gives information about the progress of the company.

9. Report gives information to the Registrar

Annual report and annual accounts are sent to the Registrar every year for information. Such reports enable the government to keep supervision on the companies.

10. Report solves current problems

Reports are useful to managers while dealing with current problems faced by the company. They provide guidance while dealing with complicated problems.

11. Report helps directors to take prompt decisions

Company reports relate to internal working of the company and are extremely useful to directors in decision making and policy framing. Reports give reliable, updated and useful information in a compact form.

Good Report Writing - Features , How To Write A Good Report ?

1. Good Report has a Clarity of Thought

A good report is one which is drafted in a simple, clear and lucid language. Its language should not be difficult and confusing. There should be no ambiguity as regards the statements made in the report. A reader should be able to understand the entire report easily, exactly and quickly. In fact, this is the basic purpose of report writing. 2. Good Report is Complete and Self-explanatory

A good report is always a complete and self-explanatory document. For this, repetition of facts, figures, information, conclusions and recommendation should be avoided. Report writing should be always complete and self-explanatory. It should give complete information to the readers in a precise manner.

3. Good Report is Comprehensive but Compact

A lengthy report is not necessarily a good report. In fact, report should be a brief and compact document. At the same time, it should give complete picture of the problem under investigation. In this sense the report writing should be comprehensive but compact.

4. Good Report is Accurate in all Aspects

One more feature of a good report is that it should be correct in all aspects. The data given and statements made in the report must be based on facts and must be verified carefully. Report writing is a responsible job as report is used as a reliable document for taking decisions and framing policies. Thus, report writing should be always accurate, factual and reliable.

5. Good Report has Suitable Format for readers

A good report needs proper format. It should be convenient to the type of the report. The report should have all essential components such as title, introduction, findings and recommendations. This gives convenience to the reader.

6. Good Report Support Facts and is Factual

A good report is always factual. The findings, conclusions and recommendations included in the report should be supported by information and data collected from reliable sources. Statistical tables, should support statements made in the report. Attention needs to be given to this reliability aspect in report writing.

7. Good Report has an Impersonal Style

A good report should be drafted in an impersonal manner. The report writing should be in third person. This is necessary as the report is prepared for the benefits of a person who needs it and not for the benefit of the person who prepares it.

8. Good Report has a Proper Date and Signature

A good report should be properly dated and signed by the concerned authority or by the chairman of the committee or by all committee members. This has legal significance and needs special attention in report writing.

9. Good Report has a Reference to Relevant Details

In effective report writing, reference to relevant details is necessary. A good report should cover all relevant details for the methodology used, questionnaire prepared for data collection and the procedure followed by the committee.

10. Good Report follows an Impartial Approach

A good report is always fact finding and not fault finding. It should be prepared in an impartial manner. The writers of the report should be impartial in their outlook and approach. In other words, there should be objectivity in report writing. Emotions, sentiments, personal views etc. should be kept away while drafting a report. The approach of report writer should be broad based, positive and constructive. He should be neutral and self effecting in his reports writing.

11. Good Report has all Essential Technical Details

In a good report writing attention should be given to certain essential technical details. For example, the pages and paragraphs of the report should be numbered properly. Marginal heading and titles should be given. This gives convenience to readers.

12. Good Report is Presented in a Lucid Style

A good report is one which is presented in a lucid style. It needs logical and systematic arrangement of different parts. It should be easily and clearly understandable by all those for whom it is meant. A good report should create interest among readers because of its lucid and convincing style. Clear thinking, objective tone and logical arrangement of thoughts make the report simple and lucid.

13. Good Report is a Reliable Document

The data collection, analysis and interpretation of the data, conclusions drawn and recommendations made in the report should be accurate so as to make the whole report reliable and dependable for future reference and also for policy decisions. This, reliability is one important aspect of effective report writing.

14. Good Report is Arranged in a Logical Manner

The different parts of the report should be arranged in a logical order so as to make it an integrated document. Proper planning is essential while drafting report. Attention to format of a report is a must in effective report writing.